REQUEST FOR INFORMATION FOR # POINT OF SALE SYSTEM. November 18, 2015

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1 REQUEST FOR INFORMATION FOR # POINT OF SALE SYSTEM November 18, 2015 Questions Due: December 9, 2015 at 12:00 p.m. SUBMISSIONS DUE: December 18, 2015 at 11:00 a.m NE 65th Avenue ~ PO Box 2529 Vancouver, WA ~ Contact Person: Anna Vogel Procurement Coordinator PO Box 2529 Vancouver, WA (360)

2 TABLE OF CONTENTS 1 GENERAL INFORMATION Introduction Agency Background Submissions Become Public Records Nondiscrimination GENERAL REQUIREMENTS Inquiries on RFI Submittal of Proposals Addenda to RFI PURPOSE SUBMISSION REQUIREMENTS RFI Requirements... 7 Attachment A

3 1 GENERAL INFORMATION 1.1 Introduction The Clark County Public Transportation Benefit Area (dba C-TRAN) is requesting information from firms interested in providing a Point of Sales (POS) System. This Request for Information (RFI) outlines a description of the services sought and the required documents interested proposers will be expected to submit. All requested information shall be submitted in the format required by 11:00 a.m. (local time), Friday, December 18, Any responses received after the deadline will not be considered. This document is a RFI. This is a RFI and is not a commitment on the part of C-TRAN to enter into any contract. This RFI is intended to gain information from vendors, suppliers and/or contractors regarding the Project described in this document. Vendors may be contacted to discuss their responses. Any information collected through this RFI process may or may not be used in the future to develop a Request for Proposals (RFP) or an Invitations to Bid (ITB). Providing a response to C-TRAN does not in any way give an advantage to any vendor. The issuance of this RFI does not obligate C-TRAN to enter into nor will it result in a contract for any services or equipment. Issuance of this RFI does not commit C-TRAN, in any way, to pay any costs incurred in the preparation and submission of a response. All costs related to the preparation and submission of a response shall be paid by the respondent. 1.2 Agency Background C-TRAN provides transit services throughout its specified service area boundaries in Clark County, Washington, and to Portland, Oregon. C-TRAN s service area population is approximately 372,634 persons in an area of 141 square miles. C-TRAN was approved by the Clark County voters in November 1980 and became operational in April C-TRAN provides fixed route bus service between the following cities and incorporated areas: Vancouver, Camas, Washougal, Battle Ground, Ridgefield, La Center and Yacolt, Washington and Portland, Oregon. C-TRAN s ridership has grown steadily as additional equipment and facilities have been placed into service and public awareness of mass transit has increased. In 2014, C-TRAN s total ridership reached approximately 6,365,278 passengers. C-TRAN is a municipal corporation of the State of Washington and is governed by a Board of elected officials representing Clark County, City of Vancouver, East County and North County cities and towns. 2

4 1.3 Submissions Become Public Records Submissions are public information and subject to the Washington State Public Disclosure Act (RCW 42.17). Any proprietary information revealed in the submittal should therefore be clearly identified as such. C-TRAN will notify any Proposer before releasing the proprietary information to any request for public records. If the Proposer believes its records are exempt from disclosure, it is the Proposer's sole responsibility to pursue a lawsuit under RCW to enjoin disclosure. It is the Proposer s discretionary decision whether to file such a lawsuit. However, if the Proposer does not timely obtain and serve an injunction, C-TRAN will disclose the records, in accordance with applicable law. 1.4 Nondiscrimination C-TRAN, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC 2000d to 200d-4, and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally Assisted Programs of the Department of Transportation issued pursuant to such Act, herby notifies all Proposers that it will affirmatively ensure that in regard to any contract entered into pursuant to this RFP, minority business enterprises will be afforded full opportunity to submit a proposal in response to this request and will not be discriminated against on the grounds of race, color, sex or national origin in consideration for an award. 3

5 2 GENERAL REQUIREMENTS 2.1 Inquiries on RFI Questions on this RFI should be addressed in writing to the Procurement Coordinator at via to The C-TRAN Procurement Coordinator shall be the single point of contact during the entire solicitation process until contract award. Contact with other C-TRAN personnel, committee members and/or consultants will not be permitted during the solicitation process. Any changes or clarifications to the information provided herein shall be reduced to writing and will be furnished to all prospective Proposers as addenda to this RFI. Questions must be submitted by 12:00 noon, Wednesday, December 9, Any questions and concerns submitted after the specified time will be addressed at the discretion of C-TRAN s Procurement Coordinator. 2.2 Submittal of Proposals One (1) original, clearly marked, and five (5) copies of the proposal must be furnished to C-TRAN at the time and place specified above. Sealed proposals will be received by C-TRAN up to the hour of 3:00 p.m., Friday, December 18, Responses delivered later will not be accepted. C-TRAN is not responsible for delays in delivery. All proposals shall be placed in a sealed envelope, which is clearly marked RFI # POINT OF SALE SYSTEM. Proposals by fax or will not be accepted. Proposals shall have the name and address for delivery as follows: Hand Delivery or Commercial Carrier Services: C-TRAN Attn: Procurement Coordinator 2425 NE 65th Avenue Vancouver, WA RFI # POINT OF SALE SYSTEM U.S Postal Delivery: C-TRAN Attn: Procurement Coordinator PO Box 2529 Vancouver, WA RFI # POINT OF SALE SYSTEM 4

6 C-TRAN makes no provision for specifically collecting mail from its post office box prior to the deadline. Proposals submitted by mail should, therefore, be mailed in ample time to arrive at the post office or commercial carrier service before the actual due date and time. C-TRAN shall not be liable for checking the post office box immediately prior to the time of opening. 2.3 Addenda to RFI C-TRAN reserves the right to make any changes in the RFI as deemed appropriate. Any and all changes shall be made by written addendum, which shall be issued by C-TRAN and posted to our Web site. It is the sole responsibility of the Consultant to learn of Addenda, if any. Such information may be obtained from C-TRAN S Procurement Bid and Opportunities page, C-TRAN accepts no responsibility or liability and will provide no accommodation to bidders who fail to check for addendums and submit inadequate or incorrect responses. 5

7 3 PURPOSE C-TRAN currently accepts Visa and MasterCard credit and debit card payments in face-toface, pass by mail and telephone transactions for the purchase of transit passes and tickets. C-TRAN has three (3) Pass & Ticket sales offices that accept cash, on account, credit and debit card payments located in Vancouver, Washington: C-TRAN Administration Office Vancouver Mall Customer Assistance Office Fisher s Landing Transit Center C-TRAN currently utilizes several different systems to track inventory and sales of passes, accept credit cards, and reconcile to accounts receivable. C-TRAN is interested in streamlining the process to eliminate as many duplicate entry points as possible. C-TRAN is in the process of transitioning to an efare system, provided by Innovations in Transportation, Inc (INIT). The efare system will use Retail Terminals as a part of the POS system. It is anticipated the efare system will replace the sale of passes with the sale of transit cards, but still require that C-TRAN has a POS system in place. C-TRAN is interested in learning more about current POS systems that are available in the market place that may meet C-TRAN s current and future needs. C-TRAN is interested in receiving information from vendors who are able to provide a POS system that can provide some or all of the following components: System for inventory items, allowing for sequential numbering; Sales of inventory; Tracking of multiple cash drawers; Reconciliations of opening and closing of each drawer; Reconciliation of sales to INIT Retail Terminal; Sales on account, including a Receivable and the capability to record a purchase order as part of a record. Record should allow for a scan attachment; and Potential to process credit cards and assurance by vendor of PCI compliance. C-TRAN is interested in a POS solution that would require low capital costs. C-TRAN would like to receive information regarding options that are available for leasing of POS system equipment or other solutions that may minimize costs. Equipment that C-TRAN anticipates needing each office and should include five (5) each of: All-in-One Desktop PC (minimum 22 display), pole display, cash drawer, receipt printer, and optical barcode scanner. In addition C-TRAN is interested in receiving information about POS systems that can be incorporated into a badging/id system for C-TRAN customers and employees. Included in the POS system, C-TRAN would also like to have an option and receive information about an online payment system for Vanpool, pass by mail, epass, annual pass, and outlets. 6

8 4 SUBMISSION REQUIREMENTS Proposers shall prepare a proposal simply, and economically, providing a straightforward and concise description of qualifications and methods to satisfy all requirements of the RFI. Do not submit binders, brochures, or other attachments that have not been requested in the RFI document. Proposals shall be submitted either stapled or clipped together. If additional information is required, it will be requested after the review of the proposals. C-TRAN shall not be liable for any expense incurred in the preparation of proposals. All proposals and submissions will become the property of C-TRAN and will not be returned to the Proposer. Each proposal shall contain the following items: 4.1 RFI Requirements 1. A Letter of Transmittal signed by the party authorized to execute contracts on behalf of the Proposer. 2. General Information Sheet (Attachment A-1). 3. Company Information. 4. Proposed Solution Describe the system your company offers that will best meet the needs of C-TRAN based on the information contained in this RFI. 5. Past Experience Provide information for three (3) (or more) public agencies that have deployed the equipment recommended for use by C-TRAN. Include contact information for each agency. 6. Estimated cost of recommended solution. 7

9 Attachment A-1 GENERAL INFORMATION # POINT OF SALE SYSTEM This form must be signed by a person authorized to make proposals and enter into contract negotiations on behalf of your agency. To be considered for this project, the submittals must be completed in accordance with this RFI and this cover sheet must be attached. By signing this form, the firm acknowledges that their proposal will remain in effect for at least 90 days after submission. Failure to submit this form will result in your proposal being deemed nonresponsive. Authorized Official (Signature) Date Printed Name of Authorized Official Title of Authorized Official Company Name Telephone Number Address City, State, Zip Address Federal Employee ID Receipt of the following Addendum(s) to the Plans and/or Specification is hereby acknowledged: Addendum No. Date of Receipt Signed Acknowledgement 1 2 8

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